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Notice Summary

United Kingdom-Hengoed: A Dynamic Purchasing System for the Hire of Events Equipment and Services
19042-2019
Caerphilly County Borough Council
15 January 2019
13 February 2019
Dynamic Purchasing System
Yes

Notice Abstract

Caerphilly County Borough Council invites tenders to establish a Dynamic Purchasing System (“DPS”) for the supply events equipment and services.

Notice Details

Contract notice

Directive 2014/24/EU - Public Sector Directive

Directive 2014/24/EU

Section I: Contracting Change entity

I.1) Name and addresses

Caerphilly County Borough Council

Penallta House, Tredomen Park, Ystrad Mynach

Hengoed

CF82 7PG

UK

Contact person: Rhys James

Telephone: +44 1443863062

E-mail: JamesRM1@caerphilly.gov.uk

Fax: +44 1443863167

NUTS: UKL16

Internet address(es)

Main address: www.caerphilly.gov.uk

Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0272

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge at:

https://supplierlive.proactisp2p.com/Account/Login


Additional information can be obtained from the abovementioned address


Tenders or requests to participate must be sent electronically to:

https://supplierlive.proactisp2p.com/Account/Login


Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:

https://supplierlive.proactisp2p.com/Account/Login


I.4) Type of the contracting authority

Regional or local authority

I.5) Main activity

General public services

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

A Dynamic Purchasing System for the Hire of Events Equipment and Services

Reference number: CCBC/DPS1002175/19/RJ

II.1.2) Main CPV code

79952000

 

II.1.3) Type of contract

Services

II.1.4) Short description

Caerphilly County Borough Council invites tenders to establish a Dynamic Purchasing System (“DPS”) for the supply events equipment and services.

II.1.5) Estimated total value

Value excluding VAT: 1 300 000.00 GBP

II.1.6) Information about lots

This contract is divided into lots: Yes

Tenders may be submitted for all lots

II.2) Description

Lot No: 1

II.2.1) Title

Barriers

II.2.2) Additional CPV code(s)

34928300

II.2.3) Place of performance

NUTS code:

UKL16


Main site or place of performance:

Caerphilly CBC

II.2.4) Description of the procurement

At present Caerphilly County Borough Council use the following items for events that will need to be provided under this DPS:

Heras Fencing

Crowd Control Barriers

Anti Climb Fencing

Scaffolding Towers / Structures

Trackway

Any other items that maybe required similar to these.

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

2 years Renewable Annually

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 100

II.2.10) Information about variants

Variants will be accepted: Yes

II.2.11) Information about options

Options: Yes

Description of options:

DPS will allow for further call off via mini competition

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 2

II.2.1) Title

Display Fireworks

II.2.2) Additional CPV code(s)

24613200

II.2.3) Place of performance

NUTS code:

UKL15


Main site or place of performance:

Caerphilly CBC

II.2.4) Description of the procurement

Provision of Firework Display at Events

Suppliers should be able to provide a specification of the firing programme for the budget stated in the call off and timings.

Most displays organised by Caerphilly County Borough Council take place in historic environments such as Caerphilly Castle and suppliers need to consider vehicle access restrictions and public access to historic monuments when setting up.

Each display will require a site specific risk assessment and suppliers must comply with all relevant fireworks legislation and guidelines.

Music to accompany fireworks displays should be provided by the supplier in a CD / USB or suitable format as required by the designated event audio supplier on the day of the event.

Further details of the events will be detailied in the Call off documentation

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

2 Years renewable anually

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 100

II.2.10) Information about variants

Variants will be accepted: Yes

II.2.11) Information about options

Options: Yes

Description of options:

DPS will allow for further call offs via mini competition

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 3

II.2.1) Title

First Aid & Medical Services

II.2.2) Additional CPV code(s)

85142000

80562000

II.2.3) Place of performance

NUTS code:

UKL16


Main site or place of performance:

Caerphilly County Borough Council

II.2.4) Description of the procurement

Supplier to supply suitably qualified staff to treat a range of members of the public, as well as employees, volunteers, exhibitors and contractors at events such as but not limited to:

First Aid responder

First Aid bicycle responder

Paramedic

Emergency Care Practitioner

Ambulance and Emergency Patient Transport personnel

Ambulance and Non-Emergency Patient Transport personnel

The supplier will need to deploy a coordinated control facility at each event with an agreed communications protocol determined in discussion with the designated Council Event Manager to communicate with the Council and NHS.

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

2 years renewable annually

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 100

II.2.10) Information about variants

Variants will be accepted: Yes

II.2.11) Information about options

Options: Yes

Description of options:

DPS will all for further call offs via mini competition

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 4

II.2.1) Title

Toilets and Washrooms

II.2.2) Additional CPV code(s)

24955000

II.2.3) Place of performance

NUTS code:

UKL16


Main site or place of performance:

Caerphilly CBC

II.2.4) Description of the procurement

Supplier to provided for hire of the following items for hire for various events.

Single unit

Disabled unit

Baby changing unit

Urinal units, stating number of urinals

Trailer Mounted Unit – (E.g)14 urinal + 2 bay (male use)

Trailer Mounted Unit – (E.G) 6 bay (female use)

(The list is not exlusive or exhaustive and other types of toilet / washrooms maybe required)

Supplier must be able to provide if required an onsite janitor and waste transfer operation service for a weekend event.

All toilets to be supplied with suitable quantity of toilet paper and hand wash sanitiser for specified event duration.

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

2 years renewable annually

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 100

II.2.10) Information about variants

Variants will be accepted: Yes

II.2.11) Information about options

Options: Yes

Description of options:

DPS will allow for further call offs via mini competition

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 5

II.2.1) Title

Provision of Market Stalls, trestle tables, stall counters up to 2.5m x 2.5m

II.2.2) Additional CPV code(s)

45213140

II.2.3) Place of performance

NUTS code:

UKL16


Main site or place of performance:

Caerphilly CBC

II.2.4) Description of the procurement

Provision of Market Stalls, trestle tables and / or stall counters up to 2.5m x 2.5m.

Provision of a complete stall, with a table / counter as required or left empty if desired by the occupant.

Must ensure suitable quantity to supply between 15 stalls and 90 stalls (smallest and largest event).

Stalls must be fully erected on site prior to designated event set up time, including early morning and / or late night set up periods.

All stalls must be supplied fully erected with top, back and side sheeting.

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

2 years renewable annually

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 100

II.2.10) Information about variants

Variants will be accepted: Yes

II.2.11) Information about options

Options: Yes

Description of options:

DPS will allow for further competitions via mini competition

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 6

II.2.1) Title

Provision of Market Stalls, trestle tables, stall counters up to 3.5m x 3.5m

II.2.2) Additional CPV code(s)

45213140

II.2.3) Place of performance

NUTS code:

UKL16


Main site or place of performance:

Caerphilly CBC

II.2.4) Description of the procurement

Provision of Market Stalls, trestle tables and / or stall counters up to 3.5m x 3.5m.

Provision of a complete stall, with a table / counter as required or left empty if desired by the occupant.

Must ensure suitable quantity to supply between 15 stalls and 90 stalls (smallest and largest event).

Stalls must be fully erected on site prior to designated event set up time, including early morning and / or late night set up periods.

All stalls must be supplied fully erected with top, back and side sheeting.

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

2 years renewable annually

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 100

II.2.10) Information about variants

Variants will be accepted: Yes

II.2.11) Information about options

Options: Yes

Description of options:

DPS will allow for further call offs via mini competition

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 7

II.2.1) Title

Provision of Big Top Style Marquees

II.2.2) Additional CPV code(s)

39522530

II.2.3) Place of performance

NUTS code:

UKL16


Main site or place of performance:

Caerphilly CBC

II.2.4) Description of the procurement

This lot is to establish providers for the supply of Big Top Marquees for events being held in Caerphilly County Borough.

The requirement is a multi coloured 90ft by 60ft Oval shape big top style tent, but other tents may be required as per the individual call offs that are issued)

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

2 years renewable annually

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 100

II.2.10) Information about variants

Variants will be accepted: Yes

II.2.11) Information about options

Options: Yes

Description of options:

DPS will allow for further call offs via mini competition

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 8

II.2.1) Title

Provision of Marquees

II.2.2) Additional CPV code(s)

39522530

II.2.3) Place of performance

NUTS code:

UKL16


Main site or place of performance:

Caerphilly CBC

II.2.4) Description of the procurement

Suppliers shall be able to provide a number of marquees in various shapes and sizes including but not limited to:

— 3m by 3m marquee

— 6m by 3m marquee

— 9m by 3m marquee

— 6m by 6m marquee

— 9m by 6m marquee

— 9m by 9m marquee

— 15m by 9m marquee

— 18m by 9m marquee

— 27m by 9m marquee

— 45m by 12m marquee

— 48m by 12m marquee

— partition (9m span)

— partition (12m span)

— window

— carpet flooring

— wooden flooring

Operator must be a member of MUTA (the trade association dedicated to marquees, tents and structures(or equivalent) (www.muta.org.uk))) to apply for this lot

All marquees supplied must conform to the standards and specifications laid down in BS EN13782:2005

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

2 years renewable annually

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 100

II.2.10) Information about variants

Variants will be accepted: Yes

II.2.11) Information about options

Options: Yes

Description of options:

DPS will allow for further call offs via mini competition

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 9

II.2.1) Title

Hire of PA and Audio Equipment

II.2.2) Additional CPV code(s)

32320000

32321200

32342410

92370000

32342000

II.2.3) Place of performance

NUTS code:

UKL16


Main site or place of performance:

Caerphilly CBC

II.2.4) Description of the procurement

The Hire of PA and Audio equipment to include but not limited to:

360 degree view commentary Box, minimum size 10ft length.

Commentator (preferably bilingual - English & Welsh) for the hours of any event required

Portable battery powered PA System for small arena displays (20m by 30m arena).

Portable battery powered PA system for vocal / speech delivery.

Portable battery powered PA system with up to two radio microphones for small arena displays (20m by 30m arena).

Portable battery powered system for relaying live entertainment programme outside to an external audience located a minimum of 50m away from internal entertainment location / source.

Speakers on walkway bridges / temporary structures requesting visitors to keep moving (minimum 3 bridges – either end of bridge to cover both directions) using a pre-recorded messages such as ‘Please keep to the left’.

Operator to ensure the equipment is maintained in accordance with manufactures recommendations.

On site technician to monitor and manage equipment during event for the hours below

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

2 years renewable annually

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 60

II.2.10) Information about variants

Variants will be accepted: Yes

II.2.11) Information about options

Options: Yes

Description of options:

DPS will allow for further call offs via mini competitions

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 10

II.2.1) Title

Supply of Power Generating and Lighting Equipment

II.2.2) Additional CPV code(s)

31120000

31122000

31500000

31518200

31527260

II.2.3) Place of performance

NUTS code:

UKL16


Main site or place of performance:

Caerphilly CBC

II.2.4) Description of the procurement

The requirements for this lot are as follows, this list is not exhaustive or complete and other items will be required or events.

Suppliers should be able to provide sockets for small events of between 5 and 20 * 13 amp electricity sockets, including all cabling, distribution kit, electrician set up time, delivery and collection to reach multiple locations around an event site.

Suppliers should be able to provide sockets for medium events of between 20 and 50 * 13 amp electricity sockets, including all cabling, distribution kit, electrician set up time, delivery and collection to reach multiple locations around an event site.

Suppliers should be able to provide sockets medium events of 50 and above * 13 amp electricity sockets, including all cabling, distribution kit, electrician set up time, delivery and collection to reach multiple locations around an event site.

20 KVA super silent running generator with double bunded fuel tank

30 KVA super silent running generator with double bunded fuel tank

50 KVA super silent running generator with double bunded fuel tank

80 KVA super silent running generator with double bunded fuel tank

100 KVA super silent running generator with double bunded fuel tank

200 KVA super silent running generator with double bunded fuel tank

Fuel will be on a price per litre basis

On site electrician hourly rate for weekday stand-by

On site electrician hourly rate for weekend stand-by

On site electrician / PAT testing hourly rate for weekend equipment testing and sign off

4 * flood light portable tower lights with self contained power source reaching up to a height of at least 5m

Operator to ensure all equipment is maintained in accordance with manufactures recommendations, Electrician must registered as an approved contractor with a recognised scheme provider, NICEIC, NAPIT or ELECSA.

Generators are provided in accordance with HSE guidance note GS50 (Electrical Safety at Places of Entertainment), specifically, evidence that the generators have been inspected or tested and confirmation that the earth resistance test undertaken, on installation is satisfactory

All equipment supplied must be appropriately signed / certificated prior to event use and the paperwork passed to the event organiser prior to event use.

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

2 years renewable annually

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 100

II.2.10) Information about variants

Variants will be accepted: Yes

II.2.11) Information about options

Options: Yes

Description of options:

DPS will allow for Further Call offs via Mini Competition

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 11

II.2.1) Title

Temporary Road Signage and Traffic Lights

II.2.2) Additional CPV code(s)

34996100

45233290

45233294

34992200

II.2.3) Place of performance

NUTS code:

UKL16


Main site or place of performance:

Caerphilly CBC

II.2.4) Description of the procurement

Supply, Erect & Remove Temporary Directional Signs for events as per Council supplied schedule that could include advanced warning signs and signs to be erected for the event period suitable for erection on 30mph roads at times designated in the Road Traffic Order.

Supply, Erect & Remove Temporary Directional Signs for events as per Council supplied schedule that could include advanced warning signs and signs to be erected for the event period suitable for erection on 40mph roads at times designated in the Road Traffic Order.

Signs to be fixed using tespa band, screw band or d-clamps.

Signs to be manufactured from 3mm aluminium, covered with class 2 vinyl (yellow vinyl with black border and legend / red vinyl with white border and legend).

Signs must conform to BS8442 & Chapter 8 of the Traffic Manual.

Legend size and height to comply with appropriate Road Traffic Legislation (Chapter 8).

Supply of temporary battery powered 2-way traffic lights with varying phase options.

Supply of temporary battery powered 3-way traffic lights with varying phase options.

Setup to be in line with relevant traffic regulations

24 hour call out service is essential.

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

2 year renewable annually

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 100

II.2.10) Information about variants

Variants will be accepted: Yes

II.2.11) Information about options

Options: Yes

Description of options:

DPS will allow for Further Call Offs via Mini Competition

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 12

II.2.1) Title

Event Security

II.2.2) Additional CPV code(s)

79710000

75241000

II.2.3) Place of performance

NUTS code:

UKL16


Main site or place of performance:

Caerphilly CBC

II.2.4) Description of the procurement

Suppliers shall be able to provide the following services and others where required.

All security staff employed must be suitably qualified in accordance with the Security Industry Association (SIA) requirements to look after event sites overnight and control access to the event during day time hours.

Security guards to patrol the whole of an event site to ensure that the security continually covers the site.

Security guards shall provide their own equipment, which shall include radios, fluorescent clothing, safety footwear and torches.

Where required the provision of trained security dogs and appropriately marked vehicles may be used.

Event Officers will meet with the winning provider of each call off each morning of the allocate event to discuss any incidents or issues raised from the previous day / evening security patrols. This is seen as a vital form of communication and will ensure both parties are aware of any problems that occur

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

2 years Renewable Annually

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 100

II.2.10) Information about variants

Variants will be accepted: Yes

II.2.11) Information about options

Options: Yes

Description of options:

DPS will allow for further call offs via Mini Competition

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 13

II.2.1) Title

Event Stewards

II.2.2) Additional CPV code(s)

79710000

79952000

II.2.3) Place of performance

NUTS code:

UKL16


Main site or place of performance:

Caerphilly CBC

II.2.4) Description of the procurement

Suppliers shall be able to provide the following services (this is not an exhaustive list).

Event stewards that are suitably qualified / trained in accordance to act as a steward and perform the functions of an event steward.

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

2 years renewable annually

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 100

II.2.10) Information about variants

Variants will be accepted: Yes

II.2.11) Information about options

Options: Yes

Description of options:

DPS will allow for further call offs via mini competition

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 14

II.2.1) Title

Supply of Staging and Associated Equipment

II.2.2) Additional CPV code(s)

45237000

32342410

51310000

92370000

II.2.3) Place of performance

NUTS code:

UKL16


Main site or place of performance:

Caerphilly CBC

II.2.4) Description of the procurement

To supply, deliver, install and dismantle a steel decked stage for Indoor or Outdoor use

Current Stage size required is approximately 24ft by 16ft, painted black and with black skirt trim and black drapes at tear on scaffold support frame. Other stages will also be required.

5k Sound System including (but not exclusively) Front of House rack with graphics effects units and playback, 32 channel mixing desk, stage monitor speakers, CD Player and stage microphones, amplifiers and processing units, microphone stands and DI Boxes for a variety of music styles e.g. 6 piece rock band and numbers for an audience of up to 500 people.

Suppliers shall also be able to provide all light / spot lighting requirements for the stage including any truss / scaffolding structures required to house a minimum of four six lamp Parcan bars, associated dimmer racks and control desk.

Supplier if required should be able to provide a sound and light technician for the duration of the entertainment programme, based on an period of 10 hours of live music per day / night.

All electrical distribution and cabling for lights and sound to be included.

Supplier must be Safety Schemes In Procurement(SSIP) (or appropriate equivalent) accredited.

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

2 years renewable annually

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 100

II.2.10) Information about variants

Variants will be accepted: Yes

II.2.11) Information about options

Options: Yes

Description of options:

DPS will allow for further call offs via mini competitions

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 15

II.2.1) Title

Traffic Management (Coning)

II.2.2) Additional CPV code(s)

34928460

II.2.3) Place of performance

NUTS code:

UKL16


Main site or place of performance:

Caerphilly CBC

II.2.4) Description of the procurement

Supply and deployment of traffic compliant no waiting / parking cones (50cm minimum height) and / or red and white road cones (75cm minimum height).

Cone spacing to be undertaken in accordance with traffic regulations

Coning location plans to be provided to the supplier for each call off / event.

Event requirements will differ from deployment of a minimum of 50 cones on a single street through to up to 2,000 cones around several streets located across a town centre.

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

2 years renewable annually

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 100

II.2.10) Information about variants

Variants will be accepted: Yes

II.2.11) Information about options

Options: Yes

Description of options:

DPS will allow for further call offs via mini competition

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 16

II.2.1) Title

Cinema screen and projection for Outdoor events

II.2.2) Additional CPV code(s)

38652000

45212150

II.2.3) Place of performance

NUTS code:

UKL16


Main site or place of performance:

Caerphilly CBC

II.2.4) Description of the procurement

This lot is to establish providers for the supply of a large scale outdoor cinema projection and screen for events being held in Caerphilly County Borough.

Suppliers shall be able to provide the following services.

A projection trailer / mobile unit housing a Barco DCP D Cinema Digital projector (or equivalent).

12.5kw sound system with a minimum of 4 channels(left, right, centre and sub bass.

Dolby Cinema Sound Processors.

2 * radio mics.

CD capability.

On-screen advertising system by DCP, DVD or via computer.

Perforated screen (at least 1.8 gain surface), securely fixed to ballast or appropriate structure (mobile or permanent).

Screen size approximately 35ft wide by 15ft high (or similar).

Self powering system e.g. super silenced generator.

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

2 years renewable annually

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 100

II.2.10) Information about variants

Variants will be accepted: Yes

II.2.11) Information about options

Options: Yes

Description of options:

DPS will allow for further call offs via mini competition

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 17

II.2.1) Title

LED Screens and Associated Equipment

II.2.2) Additional CPV code(s)

30231300

38653400

II.2.3) Place of performance

NUTS code:

UKL16


Main site or place of performance:

Caerphilly CBC

II.2.4) Description of the procurement

This lot is to establish providers for the supply of a large scale LED screens for indoor and outdoor events being held in Caerphilly County Borough.

Suppliers shall be able to provide the following services.

A projection trailer / mobile unit housing a variety of sized LED screens from 11.5m2 up to 23m2 (other sizes maybe required)

On-screen advertising system by DCP, DVD or via computer.

Screen sizes shall vary and will be the same as stated in the call off or the nearest alternative.

Self powering system e.g. super silenced generator.

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

2 years renewable annually

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 100

II.2.10) Information about variants

Variants will be accepted: Yes

II.2.11) Information about options

Options: Yes

Description of options:

DPS will allow for further call offs via mini competition

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 18

II.2.1) Title

Street Entertainers / Entertainment Services

II.2.2) Additional CPV code(s)

79952000

92300000

92312240

92340000

92312200

92312140

92312130

92312120

II.2.3) Place of performance

NUTS code:

UKL16


Main site or place of performance:

Caerphilly CBC

II.2.4) Description of the procurement

This lot is to establish providers for the supply of street performances for events being held in Caerphilly County Borough.

Suppliers shall be able to provide the street performance acts as and when required by CCBC

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

2 years renewable annually

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 100

II.2.10) Information about variants

Variants will be accepted: Yes

II.2.11) Information about options

Options: Yes

Description of options:

DPS will allow for further call offs via mini competitions

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Section III: Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

Must be registered with a Safety Schemes In Procurement (SSIP)scheme or equivalent to apply for certain lots on the DPS.

III.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents


III.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents


III.2) Conditions related to the contract

III.2.2) Contract performance conditions

As stated in tender documentation.

III.2.3) Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Restricted procedure

IV.1.3) Information about a framework agreement or a dynamic purchasing system

The procurement involves the setting up of a dynamic purchasing system

IV.1.8) Information about Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

IV.2.2) Time limit for receipt of tenders or requests to participate

Date: 13/02/2019

Local time: 12:00

IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 01/03/2019

IV.2.4) Languages in which tenders or requests to participate may be submitted

EN

CY

IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: Yes

Estimated timing for further notices to be published:

Tender will have an option to extend for 2 years renewable annually and then re-procurement options will be considered.

VI.2) Information about electronic workflows

Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

VI.3) Additional information

Please note registering an interest in the Sell2wales notice is not registering an interest in this tender you must follow the instructions below in order to submit a tender:

1) Login to the Proactis Supplier Portal at: https://supplierlive.proactisp2p.com/Account/Login

2) Click the “Sign Up” option on the Portal homepage (If already registered go to Point 11);

3) Enter your correct Organisation Name, Details and Primary Contact Details;

4) Make a note of the Organisation ID and User Name, then click “Register”;

5) You will then receive an email from the system asking you follow a link to activate your account;

6) Enter the information requested, clicking on the blue arrow to move on to the next stage and follow the instructions ensuring that you enter all applicable details;

7) In the Classification section ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice, it is essential that only CPV Codes specific to your organisation are added to your profile;

8) Buyer Selection: at this stage you are required to indicate which Buyer Organisations you would like to register with. Remember to register with Caerphilly this ensures that you will be alerted to all relevant opportunities;

9)Terms and conditions: read the terms and conditions of the use of this supplier portal and tick the box to denote you have read and understood the terms and that you agree to abide by them. If you do not agree you cannot complete the registration process. Once you have agreed click on the blue arrow to move on to the next stage;

10) Insert a password for the admin user and repeat it. The password must be between 6 and 50 characters in length. It must contain at least 2 number(s). Once completed select “Complete Registration” and you will enter the Supplier Home page;

11) From the home page, go to the “Opportunities” icon, all current opportunities will be listed. Click on the blue arrow under the field “Show Me” of the relevant opportunity then click to register your interest on the applicable button;

12) Refresh your screen by clicking on the opportunities icon located on the left hand side, to view the opportunity click the blue arrow;

13) Note the closing date for completion of the relevant project. To find all available documentation drop-down the “Request Documents” option and click to download all documents;

14) You can now either complete your response or “Decline” this opportunity.

All queries are to be made via the messaging system on the Proactis portal. We will not accept any questions/queries via telephone/email.

A supplier guide is available via the portal detailing how to use the Proactis Plaza system.

If you require assistance please contact Natasha Ford. 01443 863075 — fordn@caerphilly.gov.uk or the procurement team on 01443 863161.

Procurement clinics are also available should you require further assistance completing and submitting your tender or for general tendering advice.

Note: To register your interest in this notice and obtain any additional information please visit the Sell2Wales website at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=88239

Under the terms of this contract the successful supplier(s) will be required to deliver community benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:

The Contractors accepted on the DPS shall be expected to provide and deliver community benefits on a non-core basis. If applicable the Council’s Community Benefits requirements will be included within the mini competition and associated documentation. Therefore, you will be required to provide details of how your will meet the Council’s commitment to deliver Community Benefits at that stage. It is important to note that any community benefit commitments that you offer may be included as contractual obligations if you are awarded any contract(s).

(WA Ref:88239)

VI.4) Procedures for review

VI.4.1) Review body

Caerphilly County Borough Council

Penallta House, Tredomen Park, Ystrad Mynach

Hengoed

CF82 7PG

UK

Telephone: +44 1443863161

E-mail: procurement@caerphilly.gov.uk

Fax: +44 1443863167

Internet address(es)

URL: www.caerphilly.gov.uk

VI.5) Date of dispatch of this notice

11/01/2019